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Breakout Session Descriptions

HRSA Healthy Grants Workshop

Individual breakout sessions have been categorized into four focus areas. The purpose is to identify common HRSA’s grants management themes. Content presented in each session will address the general topic within the focus area and provide information as described in the breakout session description. These sessions are subject to change based on interest and location, final agendas and session descriptions will be sent to registered attendees prior to the workshop.  

Grants Administration

These breakout sessions provide detailed information on administering and managing a HRSA grant. Topics include, but are not limited to, cost principles, adhering to grant terms and conditions, budgeting, reporting requirements, managing subrecipients, and grant closeout.

Financial

The focus of these breakout sessions is to provide information on managing financial aspects; including financial reporting techniques, following audit requirements, proper internal controls, and ensuring overall fiscal responsibility of your HRSA award.

Policy

Breakout sessions in this focus area provide information on legislative mandates and other legal obligations; how legislation becomes a grant-making program and grant policy updates.

Systems

These sessions focus on HRSA’s grants management system, the Electronic Handbooks (EHB), by providing a brief system overview. Topics cover a variety of issues such as recipient organizational roles, proper system use and management, as well as providing answers to common recipients’ questions.

Session Descriptions

Grants Administration                                                    

Understanding the Key Components and Requirements in your Notice of Award: An overview of the vital information contained in the Notice of Award (NoA), including terms and conditions, reporting requirements, and HRSA staff contacts. Plans for the future NoA ‘face-lift’ and HRSA specific information will also be shown. 

Understanding and Submitting Prior Approvals: What you need to know once the Notice of Award (NoA) has been received. Common types of prior approval requests and when they are required will be the focus of this session.

Grant Budgeting: There are many factors to consider when developing and managing a grant budget. This session will explore cost principles, NOFO requirements, allowable/unallowable costs, limitations and the importance of budget justifications. Examples will be used to illustrate common budgeting mishaps and resulting consequences. 

Nuts and Bolts of Construction Grants and Notice of Federal Interest: This dedicated session will cover detailed information on grant funding provided for HRSA’s Construction grant program, to include assistance to populations affected by natural disasters for repair and reconstruction activities, property management requirements, reporting and equipment reporting and disposition. Discussion on acknowledgement and documentation of the Notice of Federal Interest (NFI) and a variety of common issues specific to construction grants will also be addressed.

Changes in Financial Reporting: Discussion on an upcoming change regarding where grant expenditure data is reported. The importance of consistent and accurate reporting of grant expenditures, to include timely submissions of SF-425 (the Federal Financial Report) by highlighting common SF-425 challenges. Several HRSA grant program specific examples will be used to demonstrate requirements for timely, accurate SF-425 submissions and financial reconciliation. 

Expanding Expanded Authority: Updated from the 2018 version, this session will provide an overview of the Expanded Authority (EA) provisions for all new and existing grant programs awarded under EA. Examples from HRSA’s EA grant programs will be used to illustrate EA provisions and explain how these authorities impact recipients’ management responsibilities. 

Get to Know the Division of Grants Management Operations (DGMO):  The Division of Grants Management Operations (DGMO) is involved in all aspects of the HRSA grants lifecycle.  An overview from announcement to closeout will be provided, to include organizational structure, demonstration of roles and responsibilities, how DGMO interacts with applicants and recipients business, fiscal and program areas.  Illustrative examples will be used; audience questions and resources will be incorporated.

Enterprise Risk Management: “Risk Management” is the hot buzzword in government and industry circles.  For those who naturally keep an eye on potential threats and opportunities, this is nothing new. Do you know your Risk Appetite? OFAM’s Deputy Administrator will lead a dynamic discussion of how you can evolve you own risk management program to a more strategic and integrated focus.

What’s New with Objective Review: This session will highlight new initiatives and improvements to Objective Review Committees based on grantee feedback. Additionally, the session will provide a high-level overview of ‘met requirements’ scoring & how HRSA captures panel discussions. Attendees will learn how to become a reviewer and be able to sign up on-site.

Financial

The Impact of Delinquent Audits: Recipient requirements for Single Audits and timeframes for submitting related reports to the Federal Audit Clearinghouse will be explained. This session will also address HRSA follow-up activities and additional actions that may be taken for non-compliance including a case study. 

Time & Effort Reporting: This session will provide participants with tools to use in your organization to ensure you are in compliance with time and effort reporting. In addition, we will debunk the myths on what is required vs. what is a best practice.

Financial Health: This session will explain the basic requirements of a “financially” healthy grant including; standards for financial management, Internal Controls, and how to avoid audit findings. 

Audit Resolution: Participants will receive an overview of the audit resolution process including case studies for both monetary and non-monetary audit findings. The Top 5 Audit findings for HRSA recipients will be discussed. 

Unallowable Costs & Supporting Documentation: This interactive session will focus on reviewing adequate documentation for expenditures. Case studies on complex monetary findings and adequate support needed to avoid questioned costs will be presented.

Recording and Supporting Grant Expenditures: The objective of this session is to increase recipients understanding of the requirements of 45 CFR § 75.403 on how to adequately record and support grant expenditures.  A better understanding of this requirement should assist recipients in reducing potential unsupported costs.

Advanced Financial Management Requirements: Experts from OFAM will be discussing topics such as top audit findings from HRSA programs, tracking source and use of grant expenditures, legislative mandates and much more. This interactive session will include a roundtable discussion and Q&A with participants. 

Policy

Grants Policy Update: In this session, OFAM’s Division of Grants Policy will summarize grants policy updates, legislative mandates, and topics that impact HRSA grantees.

Language Access—How to Meet Your Legal Obligations and Make Your Programs Accessible: Federal civil rights laws prohibit discrimination against individuals who are limited English proficient (LEP). Recipients of HRSA funding must take reasonable steps to help ensure that LEP individuals have meaningful access to all of their programs and activities. This session will include a summary of the relevant laws, an explanation of HRSA recipient obligations as they relate to language access, and a discussion on how recipients can meet those obligations. The session will walk recipients through the process of creating a language access plan, which will serve as their organization’s roadmap to providing quality language access services. The session will also examine common challenges that organizations face when trying to provide language access services and review practical solutions for how to address those challenges.

Disability Access—How to Meet Your Legal Obligations and Make Your Programs Accessible: Is your organization communicating effectively with individuals who have vision, hearing, or speech disabilities? Is your medical equipment accessible to patients with disabilities? Is your facility accessible to individuals with mobility-based disabilities?  Federal civil rights laws prohibit discrimination on the basis of disability in programs and services that receive federal financial assistance. Recipients of HRSA funding must ensure that individuals with disabilities have equal access to all of their programs and activities. This session will include a summary of relevant law, an explanation of HRSA recipient obligations as they relate to disability access, and a discussion on how recipients can meet those obligations. The session will also touch on specific topics related to disability access including Physical Access, Medical Access, and Effective Communication.

Cost Effective Accessibility—Practical Strategies to Meet the Needs of Your Service Populations: This workshop will focus on strategies designed to provide effective language and disability access to your constituents in a way that makes the best use of your resources.  Following the presentation, participants will break into small groups and engage in a facilitated discussion that will focus on networking, sharing resources, and highlighting successful practice.

Systems

Electronic Handbooks (EHBs) Drop-in Hands-on Help Workshop: Bring your specific EHB issues for an interactive session. EHBs Specialists will be available to provide hands-on trouble shooting and provide answers to EHBs Systems questions. Attendees are highly encouraged to bring their laptops and EHBs log in account data. Our aim is to resolve the issue on site.

When to Call the HRSA Call Center, Plus an EHB Systems Overview for Grantees: The HRSA Office of Information Technology will provide a brief overview of the EHB system. The session will include recent enhancements, explain functionality and roles, and provide attendees with answers to many common EHB questions. We will feature new self-help tutorials so attendees can carry their learning back to their organizational site.

Date Last Reviewed:  January 2020